Purchasing Library Materials

Library-IT Task Force Presentation 1 PM, February 19, 2009

Graduate School Conference Room

Who decides what to order?Subject librarians responsible for selection.

Assigned to college/department.

Any campus faculty/students can submit orders to the Library.

Anyone can submit orders, via an online form on the Library webpage, via e mail, etc.

How we purchase

The Library uses a variety of approaches to purchase books, journals, databases, etc., to meet curriculum and research needs of the campus.

Staff consider pricing, discounts, efficiency of purchasing, and ability to provide the format/content needed in selecting vendors.

How We Spend—FY08 Books: $1,049,689

Purchase Plan: $752,381Specific Book Requests: $274,120Ordered from Interlibrary Loan Request:

$18,981Ebooks: $4,207

Other formats: AV, micro, scores: $120,670

How We Spend: FY08 Serials: $4,934,494

Print journals/print bundled with e: $707,016Databases/Aggregators: $555,152Electronic journals/access fees: $3,475,381Standing orders for book series: $196,945

Collaborative purchasing through consortia expand access and leverage prices: approx. $ 2,630,298 of the above are consortial deals.

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Serials and Books ExpenditureFY08

Purchasing BooksThree methods that

supplement each other to build the book collection

Automatic Purchase (approval) PlanUse a purchase plan to bring in the core

scholarly titles as they are published.

Pre-established library profiles with an academic book vendor.

Weekly shipments of newly published books from scholarly/university presses.

Purchase Plan (cont’d)How is a profile established and maintained?

Subject librarians (and faculty) match department curriculum/research needs with profiles.

Vendor reps help set up profiles Can run cost estimates to determine impact of

profile changes.Profiles periodically reviewed and adjusted at

any time.

Purchase Plan (cont’d)Components of profiles:

Subject-based.

Non-subject parameters (see list on handout)

Can set up a profile to receive notifications instead of books

Purchase Plans—Pros/ConsReceiving core scholarly materials as soon as

published and reducing gaps in collection.Many faculty now rely on the plan and don’t

need to order core materials. Saves selection and ordering time by library

staff.Utilizes automated interfaces to create orders,

invoice, and cataloging records electronically.Books get to the users more quickly.61% of books rec’d last 5 years circulated at

least once. Average = 2.7 times

Specific Orders for a Title: Faculty/student requests can be submitted to

subject librarian, via a variety of options.

Subject librarians review publisher announcements, book reviews, lists of “outstanding titles,” etc., to identify important titles not covered by the purchase plan.

Patrons can request “rush” ordering for course reserve or urgent research needs.

Specific Orders (cont’d)How is it working?

Specific need of faculty or student met.

Faculty order fewer books than in past/and depend on purchase plan.

64 per cent used at least once in last 5 years-average=2.6 (about same as purchase plan model)

More time-consuming for staff who select, search and create order, send to vendor, and search for cataloging record.

Interlibrary Loan RequestsUse ILL reports to identify “hot” titles to

purchase.ILL system routes titles not handled by

system to acquisitions staff to order.Criteria for ordering:

Must be scholarlyMust be available in 1-2 days If unavailable, returned to ILL to borrow book.

High use (95% used; 3.9 avg. use) but time-consuming for staff and patrons.

E Books—Emerging ModelsOrder individual e book; requires a platform

either via publisher or platform provider (NetLibrary, Ebrary).

E book collections via publisher or aggregator.Subscription (rental) or perpetual access.Integration with approval/purchase plans being

explored. Prefer ‘e’ only when electronic is available simultaneously with print.

Patron-driven on-demand purchase.

ORDERING SERIALSSerials =Ongoing commitments of funds

Serials Types of Serials

Journals (print and electronic).

Databases (abstracting and indexing services, full text databases).

Series of books that the Library purchases as standing orders. (E.g., Lecture Notes in Mathematics, Best American Short Plays)

Serials Ordering(cont’d)Over 80% of materials budget is committed

to serials. Inflation closely monitored to avoid

committing more $$ than the inflation costs of future budget years.

Order one, cancel one policy.Decisions for new serials based on faculty

requests, justification and review by entire team of subject librarians/college liaisons and collection managers.

Serials – Ordering E ResourcesElectronic resources require licenses with

provider.

Staff review contracts for legality and terms of use.

License terms for end users display for each journal/database title. (See example on handout)

E Journals—Purchasing ModelsOrder for individual ‘e’ titles.Journal packages from publishers.Consortial deal with a publisher. Expanded

access to titles other libraries subscribe to. (see handout)

Aggregator titles—Provider offers assortment of e titles across publishers(Lexis Nexis, Business Source Premier). Con: Less control over titles in package; content changes frequently.

Concerns/Future NeedsPreservation for both eBooks and eJournals.

Print repositories? Who buys and saves?Portico exploring preservation options for both.

“Trigger event access.” Central repository.LOCKSS (Lots of copies keep stuff safe)

implemented for journals. Copies refreshed among participating libraries/publishers for temporary loss.

CLOCKSS (Controlled Lots of Copies Keep Stuff Safe) Library “nodes” archive for trigger events.

Concerns/Future Needs (cont’d)More publishing is “born digital.”Print on Demand. Who pays? Some users

still like to read print.Interlibrary loan for electronic materials.

Contracts allow articles to be downloaded and resent. Still unresolved for e Books. Can’t provide entire PDF yet, only chapters.

QUESTIONS?Are most welcome,